Define Payroll Elements for Absence Accrual Plans that Enable Donating to a Pool

This example shows how to define an absence element for a vacation accrual absence plan that's enabled for donating to a donation pool.

Based on your setup decisions, this procedure configures these additional elements. The name of the element is prefixed to each additional element.

• Accrual element to process absence liability amounts

• Entitlement element to process payments for absence during vacation

• Discretionary disbursement element to process disbursement of partial time accruals

• Final disbursement element to process accrual disbursement when the absence plan enrollment ends

• Donation pool element to process donations from an employee to a donation pool

This table summarizes key decisions for this scenario.

Decisions to Consider	In this Example
What units do you want to use for reporting calculations?	Days
What type of an absence are you transferring to payroll?	Accrual Balances and Absences
Do you want the element to calculate absence liability?	Yes
Which rate should the calculate absence liability use?	Liability Rate
Does your absence plan enable balance payments when enrollment ends?	Yes
Which rate will be used for the final balance payment calculation?	Final Disbursement Rate
Does this plan enable absence donation to donation pools?	Yes
Does your absence plan enable payment of partial accrual balances?	No
How do you want to calculate deductions for paid absences for employees not requiring a time card? Reduce regular earnings by the amount of the absence payment so that the worker doesn't get paid twice? Select a rate to determine the absence deduction amount?	Reduce regular earnings by absence payment
Does this plan enable entitlement payments after termination?	No

Define an Absence Element

Ensure that you've configured a rate definition to determine the monetary value of a unit of absence. Depending on your enterprise, you should have also configured separate rates to calculate liability, discretionary disbursement, and final disbursement payments. You configure a rate definition using the Rate Definitions task.

Here’s how you create absence accrual elements for donating to a donation pool:

1. Click My Client Groups > Show More > Payroll > Elements.

2. In the Create Element dialog box, select your Legislative Data Group.

3. From the Primary Classification drop-down list, select Absences.

4. From the Secondary Classification drop-down list, select an appropriate value for your legislation, such as Vacation.

   Note: Only accrual type absence plans can donate leave to a donation pool.

5. Click Continue.

6. On the Create Element: Basic Information page, enter Vacation Payment in the Name and Reporting Name fields.

7. In the Absence Plan Details section, specify the fields as shown in this table. Use default values for fields unless the steps specify other values.

   Field	Value
   What calculation units are used for reporting?	Days
   Work Units Conversion Rule	Standard Rate Daily
   What type of absence information do you want transferred to payroll?	Accrual Balances and Absences

8. Click Next.

9. On the Create Elements: Additional Details page, in the Accrual Liability and Balance Payments section, complete the fields as shown in this table. Use default values for fields unless the steps specify other values.

   Field	Value
   Calculate absence liability?	Yes
   Which rate should the liability balance calculation use?	Liability Rate
   Does this plan enable balance payments when enrollment ends?	Yes
   Which rate should the final balance payment calculation use?	Final Disbursement Rate
   Does this plan enable partial payment of balance?	No
   Does this plan enable absence donation to donation pools?	Yes Note: This question is displayed only if you've selected Accrual Balances and Absences for the "What type of absence information do you want transferred to payroll?" question.
   Which rate should the donation pool calculation use?	Absence Donation Rate

10. In the Absence Payments section, complete the fields as shown in this table. Use default values for fields unless the steps specify other values.

    Note: In this worked example, all fields are being entered. However, only required fields must be entered and others might be blank.

    Field	Value
    How do you want to reduce earnings for employees not requiring a time card?	Reduce regular earnings by absence payment
    Which rate should the absence payment calculation use?	Absence Payment
    Does this plan enable entitlement payments after termination?	No

11. Click Next.

12. On the Create Element: Review page, review the information that you entered so far.

13. Click Submit.

    The template generates all the related elements, balances, and formulas.

Define Element Eligibility

1. In the Element Overview section of the Element Summary page, click the Element Eligibility node.

2. From the Actions menu, click Create Element Eligibility.

3. In the Element Eligibility section, enter Vacation Payment Open in the Element Eligibility Name field.

   Leave the rest of the fields on the page blank.

4. Click Submit.

5. Click Done.

6. On the Elements page, search for the other elements prefixed with your absence element name.

7. Select each element in turn and repeat the steps on the Element Summary page to define eligibility for each element.